Accounts Payable Clerk

This is an internal and external recruitment.

Expected Starting Rate: $58195

POSITION SUMMARY

This position is responsible for performing advanced clerical and accounting support duties with a primary focus on accounts payable operations. Responsibilities include processing verifying and reconciling financial transactions; preparing vendor payments; maintaining accurate records; and supporting month-end year-end and audit-related activities. The Accounts Payable Clerk ensures timely accurate and compliant processing in accordance with City policies procedures and internal controls. This role requires a strong attention to detail sound judgment and the ability to communicate effectively and professionally with vendors staff and other stakeholders.

SUPERVISION RECEIVED/EXERCISED

Works under the supervision of the Assistant Director of Finance or their designee.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Responsibilities include but are not limited to performing a variety of clerical functions within the Finance Department with a primary focus on accounts payable duties. Core responsibilities include vendor invoice processing payment issuance financial recordkeeping and audit support all in accordance with established City policies and procedures.
• Provide customer service in a professional and courteous manner in person by phone and via written correspondence. Communicate payment information clearly and accurately address vendor inquiries resolve discrepancies and escalate complex issues to the supervisor when necessary.
• Establish new vendor accounts and assign vendor numbers in the financial system; ensure accuracy completeness and timely maintenance of vendor information in compliance with City policies and IRS guidelines. Maintain up-to-date W-9 forms and organize vendor records to support quarterly semi-annual and year-end reporting including 1099 compliance and audit readiness.
• Review verify and process vendor invoices ensuring accurate coding complete supporting documentation and required departmental approvals. Ensure accuracy and completeness of all entries monitor for potential duplicate payments and research and resolve discrepancies as needed.
• Prepare and issue timely payments to vendors via checks and ACH ensuring accuracy and adherence to internal procedures.
• Maintain organized and accurate records of invoices payments and vendor files to support timely processing and audit readiness. Reconcile vendor statements and collaborate with departments to resolve outstanding invoices or billing discrepancies.
• Prepare disbursement journals check registers and other financial reports to support internal and external reporting needs. Accurately prepare the warrant register on a biweekly basis for City Council approval.
• Monitor and reconcile purchase orders; ensure proper management and adherence to the current budget along with accurate processing of encumbrances in the financial system.
• Reconcile the Citys corporate credit card transactions; ensure all purchases are supported coded and approved in accordance with City policies.
• Maintain detailed reconciliations of recurring special expenses such as water purchases electricity and phone accounts ensuring all charges are accurate properly coded and allocated. Track and reconcile credits including gas and credit card rebates and ensure timely recording and correct application to appropriate accounts.
• Exercise strong research skills when processing refunds to ensure accuracy and prevent incorrect or improper refund issuance.
• Provide support for accounts payable during month-end closing activities and contribute to the preparation of quarterly annual and ad hoc financial reports.
• Monitor stale-dated checks and prepare necessary documentation in accordance with State of Illinois unclaimed property reporting requirements.
• Prepare audit schedules and assist with the annual audit as it relates to accounts payable including maintaining capital asset schedules and tracking prepaid expenditures.
• Monitor finance-related contracts to ensure timely renewal or closure before expiration; coordinate with relevant departments to manage contract terms and maintain compliance with City policies.
• Participate in reviewing and updating accounts payable procedures and recommend improvements to enhance efficiency and compliance.
• Remain current with City and departmental policies Federal State and Local applicable regulations and updates related to financial procedures and compliance.
• Perform other related duties as assigned by supervisor.

MINIMUM QUALIFICATIONS

The requirements for this position include a high school diploma or equivalent and at least two years of relevant experience; or an equivalent combination of education training and experience that provides the required knowledge skills and abilities.

MINIMUM KNOWLEDGE SKILLS AND ABILITIES

• Must demonstrate and maintain the ability to be professional at all times possess an optimistic and credible attitude deliver a high level of customer service and be self-motivated detail oriented and a dependable individual that has the ability to communicate effectively with internal and external stakeholders.
• Speaks and writes clearly and concisely by effectively identifying key points relevant to the subject matter; actively listens understands and follows instruction given shares information when applicable and proposes suggestions and solutions in impartial and constructive manner to achieve desired objectives.
• Works collaboratively with team members to create a supportive working team environment; understands and supports the decision of the team or the supervisor proposes changes to work approaches and processes within the applicable regulations rules and policies of the City as a team contributor.
• Plans and organizes work in support of achieving the team priorities. Considers potential changes and proposes contingency plans. Monitors tasks and activities and keeps team and supervisor/manager informed of progress. Delivers a finished product prior to the established deadlines.
• Takes initiative in defining realistic outputs responsibilities and expected results in the context of the Department goals. Evaluates results realistically reviewing targets availability of resources and supports staff members in achieving results.
• Collects and reviews data for accuracy and completeness. Identifies basic patterns or issues and refers complex problems to appropriate staff. Prepare simple summaries or reports and follows established procedures to support decision-making in line with Citys and departmental policies and guidelines.
• Ability to operate a variety of software packages including the MS Office Suite and office machines (computer fax calculator and scanner) with speed and accuracy.
• Knowledge of the practices and procedures and equipment involved in modern office business work.
• State of Illinois Class D Drivers License or ability to obtain one.

EQUIPMENT USED

Requires regular use of computer telephone copier fax machine scanner calculator and postage machine; various software programs including Microsoft Office Suite.

PHYSICAL DEMANDS

• While performing the duties of this job the employee is frequently required to sit and talk or hear. The employee is also frequently required to walk use fine motor skills to handle or feel objects tools or controls and reach with hands and arms.
• The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required include close vision and the ability to adjust focus including reading a variety of documents some of which may be handwritten.

WORKING CONDITIONS

• Work is performed in an office setting where the noise level is usually quiet.

POSITION SALARY RANGE: $58195 $79314

Please note that unless exceptional qualifications or experience beyond the minimum requirements are present the City of Des Plaines typically hires at the starting rate of the range.

Check out our incredible benefits package!

• Comprehensive Healthcare: Weve got you covered with medical dental and optical insurance options tailored to fit your needsoffering low deductibles low premiums and an overall low cost to you and your family.
• Generous paid vacation personal and sick leave for a balanced work-life experience
• Paid holidays to enjoy special moments throughout the year
• Employer-paid Life Insurance for peace of mind
• Participation in the prestigious Illinois Municipal Employee Retirement System (IMRF)

Plus as a member of the City of Des Plaines team you get access to exciting financial benefits:

• Retirement Health Savings Account
• Transportation Spending Account
• 457 Deferred Compensation Plan
• Roth IRA
• Optional additional Life Insurance

This benefits package ensures your well-being security and a bright future!

The City may begin reviewing resumes and scheduling interviews as applications are received.

The position remains open until filled.